Practice Administrator

About Sound

Founded in 2001 and headquartered in Nashville, TN, Sound Physicians is a nationally respected, physician-led medical group practicing in 400+ hospitals across 45 states. Our team of 4,000+ clinicians and 1,000+ business professionals across the country is united by one mission: to build exceptional clinical partnerships that unlock quality, affordable, dignified care for everyone - no matter who they are or where they live . With physician-led clinical teams and more than two decades of operational expertise, we've refined what it takes to consistently deliver exceptional care in hospital medicine, emergency medicine, critical care, anesthesia, and telemedicine.

Why join us?

• A remote-first culture that values flexibility and collaboration
• Opportunities to grow your career while making a real impact
• A team that champions inclusivity, innovation, and excellence

Whether working virtually or onsite at one of our practices, you'll be part of a purpose-driven organization shaping the future of healthcare.

Sound Physicians offers a competitive benefits package inclusive of the items below, and more:

• Medical insurance, Dental insurance, and Vision insurance
• Health care and dependent care flexible spending account
• 401(k) retirement savings plan with a company match
• Paid time off (PTO) begins accruing immediately upon start date at a rate of 15 days per year, in accordance with Sound's PTO policy
• Ten company-paid holidays per year

About the Role

The Practice Administrator is responsible for, but not limited to, the on-site operational management and support of Sound Physicians practice. The Practice Administrator will be a main point of contact with the hospital, working with hospital leadership and support staff to manage practice operations. The Practice Administrator will have a visible presence at the hospital, supporting the practice clinical team and removing operational barriers. This role will build and maintain professional relationships with the entire practice team, hospital C-suite executives, case management, community providers and specialty physicians.

The Details: This role works on-site at our practice, within the hospital. There are no travel requirements for this role.

Essential Duties and Responsibilities

Practice Operations and Support:

• Participating in setting strategic direction of the medical group in collaboration with medical director to include patient care, clinician employment and staffing models, strategic planning, marketing, and financial performance
• Acting as the front-line liaison for the clinician team with hospital C-Suite, nursing leadership, and Sound operational team
• Providing executive support to the practice medical director and practice team to meet contract expectations
• Providing office management functions to include, but not limited to, all aspects of meeting management, office systems, supplies, practice events
• Collaborating with Medical Director and Practice Management Team in developing and maintaining site practice policies and procedures
• As applicable to the practice line, facilitating all aspects of the daily patient census/reconciliation and daily multi-disciplinary rounds
• Administratively enabling patient care through facilitating home health order workflows, responding to medical records requests, and completion of death certificates
• Establishing reports/trackers as needed to promote visibility to practice performance
• Ensuring all aspects of recruiting are executed, including coordination of onsite interviews with hospital leadership, promoting a positive candidate experience (interviewing and site visits)
• Ensuring all aspects of onboarding and orientation are completed for new clinicians including locums & ambassadors
• Developing and maintaining practice orientation checklists and policies
• Coordinate with privileging team to ensure all licensed providers complete their recredentialing and monitor expirables. Ensuring clinicians obtain hospital privileging and payer enrollment is complete prior to patient care
• Managing relationship with hospital Medical Staff Office, facilitate troubleshooting barriers to on-time starts in partnership with privileging team
• Ensuring billing and documentation compliance for the practice
• Ensure Collaborative Practice Agreements for APPs are up to date (as applicable)
• Managing, with the Program Medical Director, and identifying opportunities in staffing to volume and acuity
• Key stakeholder relationships (Medical Staff Office, hospital partners)
• Initial review of quality and at-risk performance
• Monitor group outcomes including hospital-partnered initiatives and overall clinical and financial performance
• Ensuring clinicians participate in mandatory compliance training and remediation, if required, and that clinicians timely query responses and participation in compliance activities
• Participating in all medical group training offered by Sound pertinent to role and responsibilities
• Supporting clinicians in open enrollment for benefits on annual basis, demonstrating an understanding of Sound's benefits plan. Supporting clinicians through entry of life event changes in Sound's HR Information System
• Acting as the point person for all Human Resources relations to include, but not limited to, ensuring accurate practice roster and compliance with employment law and Sound policies
• Administratively supporting clinician employment agreement amendments for team members
• Acting as the super user for all software applications and as a point person for hospital software and hardware systems
• Establishing and maintaining group norms for the practice team, at the direction of the medical director
• Maintaining visual/management boards to support team communications and recognition
• Training/mentoring Practice Coordinators and Managers, as requested
• Encouraging practice participation in Sound bedside/colleague engagement surveys

Staffing Operations:

• Schedule ownership; including but not limited to creating and optimizing clinical schedule, ensuring accurately documented shifts for payroll processing. Promoting practice sustainability with no disruption to patient care 120 days in advance (for Hospital Medicine) or 90 days in advance (for Emergency Medicine)
• Reviewing and validating shift and productivity data for appropriate processing by payroll each month. Reviewing Physician incentives/bonuses and process for timely payment
• Ensure permanent clinicians meet annual contractual shift obligations
• Review clinician sick pay and PTO requests, as applicable

Financial Operations:

• Collecting, tracking, and analyzing all site financial and operational data
• Reviewing P&L for performance and participating in budget creation and maintenance
• Provide supporting documentation and review hospital invoicing
• Participating in and supporting the Monthly Performance Reviews focused on practice financial, clinical, and operational performance
• Participating in proforma development and practice re-models Providing support for all site financials to include, but not limited to, contract stipends, expense reimbursements
• Contract Management, maintaining awareness and tracking of contract renewal timelines and annual escalator anniversary dates

Client Retention:

• Acting as an ambassador for Sound, promoting opportunities for the medical group to expand impact
• Serving as general administrative liaison to hospital executives and staff regarding hospital needs
• Coordinating practice events, (team meetings, JOCs, etc.) and ensuring client facing materials are refreshed with Sound current standards
• Maintaining hospital contact information and documenting contact changes in Salesforce
• Understanding Contract terms and Sound team's responsibility to execute, including renewal dates and payment terms
• Ensuring accuracy of PCP database and managing PCP outreach

A successful candidate will have a demonstrated track record of a combination of these values, knowledge, and experience:

Values

• Collaboration: Demonstrates the ability to work well with others to accomplish a goal and get the work done; takes opinions of others into consideration; includes others in the decision-making process
• Customer-focus: Puts customer (internal and external) needs first and makes customers their top priority
• Bias toward action: Has a order to make progress against larger goals. focus on progress rather than perfection. Breaks things into bite-sized pieces in
• Likes people: Genuinely enjoys engaging with and helping others; feels a sense of accomplishment through helping and working with other people
• Strategic thinking: Demonstrates the ability to look at the big picture and proactively develop a plan of action
• Resourcefulness: Proactive willingness to utilize available information and tools to figure things out

Knowledge, Skills, and Abilities

• Intermediate Microsoft Office proficiency (i.e. Outlook, Excel and PowerPoint)
• Knowledge of relevant state and federal healthcare regulations
• Intermediate understanding of financial and budgeting processes/principles
• Knowledge of HR information systems and basic HR knowledge
• Intermediate knowledge of healthcare informatics, including quality measures

Education and Experience

• Bachelor's degree in business administration, healthcare administration or similar related field of study or equivalent work experience
• 5+ years' experience working in healthcare operations. Experience managing a physician group practice or in a hospital, preferred

Salary Range

• $80,000-115,000 annually. In addition, Program Administrators are eligible for a bonus opportunity. Exact pay will be determined based on candidate experience, geographical location, and size/complexity of the program being supported.

Sound Physicians is an Equal Employment Opportunity (EEO) employer and is committed to diversity, equity, and inclusion at the bedside and in our workforce. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by federal, state, or local laws.

This job description reflects the present requirements of the position. As duties and responsibilities change and develop, the job description will be reviewed and subject to amendment.


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